CJIS Central Repository Guidelines
Learn about the responsibilities of an agency in handling criminal history record information, including acquiring an authorization number, using it effectively, and receiving CHRI. Understand the process for fingerprint rejections and creating a secure password.
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Presentation Transcript
CJIS-Central Repository 1 Terry Gilmore, Manager CJIS-CR Customer Response Services Unit
Agenda 2 Our Responsibility As An Agency How To Acquire An Authorization Number How To Use the Authorization Number How To Receive CHRI Maintenance Rap Back Program Overview
Our Responsibility As An Agency 3 Solely Responsible for: o Collect, Store and Manage CHRI o Disseminate CHRI to Authorized Agencies o Submit CHRI to FBI CJIS Division o Expunge CHRI
How to Acquire An Authorization Number 4 The authorization number allows an agency to receive criminal history record information on their potential employees for employment within their organization Short Bio, IRS Tax ID/ EIN# Business License General Registration Form www.dpscs@maryland.gov Legal Management Team will send out the User Agreement via email & the agency will review documents The User Agreement must be signed and mail back to the Legal Management Team All Paperwork receive from agency will be reviewed by CJIS Once legal receives documents, only then will the authorization number be initiated for the requesting agency Approval Letter 365 days request form Pre-Live Scan Registration Form Instructions for Certified Mail The following document will be sent via email to the agency
How to Use the Authorization Number 5 Fingerprint Sites Pre-Live Scan Registration Form Fingerprint Rejections
Fingerprint Rejections 6 There must be a minimum of two fingerprint rejections before a name and date of birth can be requested by the agency. The rejection letter must be presented when getting reprinted; also you have 60 days from the time of the first rejection to get reprinted before associated fees are required. *(Remember the reprint must be under the orginal tracking/reference number when the request is made)
Log Out 12
Lost or Forgotten Password 13 Instructions for lost or forgotten password Open Email message, see image below, then
Password Successfully Reset 15 A Password Notification Message will be sent to your Email address
Maintenance 16 Authorization Update Form 365 Day Request Form
Reasons for Rejection 365 Day Request Form 17 Invalid reference number Invalid authorization number Authorization number is not approved for request type The application associated with this reference number was received more than 365 days before receipt of this request Authorized Signature is missing Application is incomplete
Rap Back Program Overview 18 The Program Scope FBI NEXT GENERATION IDENTIFICATION (NGI) RAP BACK IS A PROGRAM THAT EXTENDS NATIONAL RAP BACK SERVICES TO NON-CRIMINAL JUSTICE LICENSING, CHILDCARE AND GOVERNMENTAL AGENCIES. RAP BACK SERVICES PROVIDES NON-CRIMINAL JUSTICE AGENCIES A MEANS TO RECEIVE NATIONWIDE CRIMINAL HISTORY RECORD INFORMATION (CHRI) RELATED TO APPLICANTS AND EMPLOYEES AFTER THE INITIAL FINGERPRINT SEARCH, THAT IS DURING THE TIME THOSE PERSONS ARE SERVING IN POSITIONS OF TRUST. ANY NON-CRIMINAL JUSTICE AGENCY THAT WISHES TO RECEIVE NATIONWIDE CRIMINAL HISTORY RECORD INFORMATION (CHRI) MUST SUBSCRIBE TO THE RAP BACK SERVICES PROGRAM THROUGH MD-CJIS.
Non-Criminal Justice Rap Back 3 Main Functions 19 Non-Criminal Justice Rap Back refers to the following functions: Search: Submission of fingerprints for civil applicants, volunteers, licensees to a repository such as CJIS-Central Repository or the FBI NGI system. Retain: As new identities are matched to existing identities the fingerprints will be retained in the FBI NGI System for retention. Notify: Notification of any future reported events selected as Rap Back Triggering Events, for which the Subscriber is authorized to receive.
Non-Criminal Justice Rap Back Workflow 20 Whenever a subscribed applicant has a future triggering event anywhere in the United States, the FBI will send a notification to Maryland s State Rap Back System to the authorized agencies that have has an active subscriptions on these individuals. Triggering events are : Arrest Dispositions Warrant entry with FBI/UCN included Warrant Deletion Warrant Modification Sex Offender Registry entry with FBI/UCN included Sex Offender Registry Deletion Sex Offender Registry Modification The end result is that subscribed agencies will now receive FBI NGI Rap Back Activity Notifications for all out-of-state events, which were previously unavailable.
Civil Applicant is Printed for Child Care 21 State UCN Identification Bureau G145789PX FBI NGI Rap Back System Prints will be retained Added to FBI NGI Rap Back System At anytime the subscription can be added
Individual Is Arrested Out of State 22 Out of State Law Enforcement Out of State State Identification Bureau Criminal FBI NGI Criminal Criminal Positive ID Response/ Biographic Info Only State Identification Bureau FBI NGI System will send a notification to the State Identification Bureau Notification to Child Care Agency
Non-Criminal Justice Rap Back Quick Facts 23 There is no fee for the Rap Back subscription The agencies will set the subscription in a web base portal application called S.A.M. The subscription must be validated every year as long as the employee remains employed there. If there is no activity after 3 years, the subscription will automatically be deactivated. When the employee resigns or is terminated, it is the agencies responsible to deactivate that applicant off your employees roster Lifetime refers to the time the individual is in a position of public trust with the agency*
QUESTIONS 24
CJIS Customer Response Services Dept. 25 410-764-4501 Toll Free Number 1-888-795-0011 6776 Reisterstown Road, Suite 205 Baltimore, Md. 21215 www.dpscs.maryland.gov
